Visual Embedded Analytics in Your Software
Can of Worms What do the numbers mean to you and your practice? Opening your own practice means opening a whole new can of worms. That’s because there are so many elements that they don’t teach you about in school: aspects of running a business that you’re left to learn on the fly — all while attempting to provide quality care for your patients. One of the most critical components of achieving practice success is making sense of the numbers. There are numbers everywhere, from revenue to no-shows, from patient visits to accounts receivable. When you first start to look at them, it can almost seem like you’re staring at signs in a foreign language, hoping that the context might shed some light on what they mean. Practice management software can help, but until you know what numbers are most important to your practice — and how they signify growth or, conversely, difficulties — you’re still left wading through a mess of mathematical gobbledygook. Fortunately, there are analytics — tools to help you make sense of the data — available, and the best chiropractic software solutions, such as Genesis, embed those tools into the program so that they’re easily and immediately accessible. Offering a visual presentation of the numbers, these analytics finally make it possible for you to interpret and understand the numbers that drive your practice. Examples include: Radar chart — Visually resembling a spiderweb, the radar chart shows multiple variables on axes starting from the same point, radiating outward like spokes on a wheel. The length of the spoke is proportional to the magnitude of the data. This allows you to examine the correlation of values — say, accounts receivable and NFAs — that aren’t otherwise measured in comparable units. Trend report — A trend report presents data on a traditional line graph, thereby allowing you to see the peaks and valleys of your information — and the inter-relation of different data sets — over time. Histogram — With a histogram, you can choose three charts to show you a graphical representation of a single area of your practice over a given time period (weekly/monthly), depending on the selection. This allows you to gauge how your practice is doing comparatively for a set amount of time. Dashboard — A dashboard is an organized presentation of the numbers, so you can get an at-a-glance picture of where your practice stands on collections and outstanding work. Genesis, for example, can show you failed claims, AR > 120 and outstanding tasks — or “tickets” — on a single screen through its homescreen dashboard. Billing Stats Report — This type of report allows you to view claims by date of service. The report can then be broken down in a number of different ways, depending on what you’re looking for (customizable by practice). The Billing Stats Report, or BSR, is very useful for digging into problems. Ultimately, it’s up to you to determine which numbers provide the best snapshot of practice success; however, analytics are the tools that help bring that snapshot into focus.
The Deadline Approaches
Is Ben’s practice ready for the EHR deadline… or will he have to make more changes? Does he have questions about meaningful use? Ben and Carmen Wilson said goodbye to their friends at the door and walked arm in arm to their car. “That was fun,” said Carmen. “It looked like you and Richard were having some intense conversation.” “Shop talk,” said Ben, opening the car door for his wife. He walked around the car and slid into his own seat. “It was all about Meaningful Use.” “Wow — I haven’t heard about that in a while,” said Carmen. “Wasn’t that what got you to change to electronic health records in your office?” “That’s right. Back in 2009, there was a big push to make the switch to Meaningful Use of electronic health records, and I did. But at that point, there wasn’t a lot of clarity about what exactly would count as Meaningful Use. We knew the solutions we used would have to be certified, but the powers that be hadn’t certified anything at that point. And of course things have changed since then, both in technology and in our office.” “Very true,” mused Carmen. “Our little boy wasn’t even born yet. Time flies when you’re having fun!” Ben chuckled. “So why did that come up tonight?” “Back in 2009, the goal was to get everyone to Meaningful Use of electronic health records in five years. Well, it’s been five years. October 1st is the deadline, and anyone who isn’t using an ONC-certified EHR by October 1st faces penalties.” “But you’ve already done what you were supposed to do!” objected Carmen. “Things have changed,” Ben repeated, pulling into their garage. He turned off the car and turned to Carmen. “I remember reading the New York Times that year that small practices like mine –” “It was just you!” his wife broke in. “Right. So making changes was pretty easy. Smaller practices were leading the way and the biggest organizations were putting significant funds into big five-year plans. But you know, something like 10 percent of doctors weren’t even online yet.” Carmen slowly shook her head. “Hard to imagine now, isn’t it?” “Very. Still, the deadline is approaching, so I need to make sure that what I did way back when meets the requirements now.” “The babysitter is going to be wondering what we’re doing out here,” Carmen said, climbing out of the car. “It doesn’t sound like this is going to be a big problem.” “No,” Ben agreed. “It’s just one more thing to think about.” Is Ben’s practice in compliance… or will he have to make more changes?
New Genesis Network Members | April 2014
Ninety-seven new members across fifty-six practices joined Genesis Chiropractic Software and Billing Network in April 2014! There is strength in numbers due to the shared knowledge – we call it the “Billing Network Effect,” as the billing performance of each member practice improves in step with the total volume of processed claims. Each office that uses our chiropractic software will benefit. Please welcome our new Genesis network members: Cassidy Karls of Action Chiropractic, LLC, Steamboat Springs, CO. Megan Grimes of Advanced Chiropractic, Yuba City, CA. Linda Banman, Michael Banman and Jessi Rattink of Aligned Chiropractic Corporation, Kelowna, BC, Canada. Ann Wise of Art of Life Chiropractic, Nolensville, TN. Carol Berg of Back On Track Family Chiropractic, Chippewa Falls, WI. Jodi Belter and Emma Kronebusch of Back To Health Chiropractic And Wellness, Winona, MN. Devon Smith of Bartholomew Family Chiropractic, Ithaca, NY. Jenny Berry, Kaylea Cohen, David Phllips and Paige Samora of Benchmark Medical Group, Inc., Windsor, CO. Rebekah Kumm of Bridge to Health Chiropractic, Hillsboro, OR. Brandon Bishop, Sharon Camp, Dr. Trent Camp, Dr. Andrew Chas, Sarah Craig, Cori Demott, Audra Emerson, Laura Foskey, Jennifer Haldas, Sandee McMullen, Amanda Nichols, Nikki Patel, Megan Shand and Krissy Shorb of Camp Chiropractic, Inc., Middletown, DE. Andy Brooks of Carolina Chiropractic Of Charlotte, LLC, Charlotte, NC. Jessica Stanziale of Central Jersey Spine & Wellness, LLC, Freehold, NJ. Amber Stewart of Dr. David S Chalke Chiropractic PSC, Paducah, KY. Maria Gonzalez of Claborn Chiropractic, Corp., Granada Hills, CA. Alexis Mcleod of Columbia Family Chiropractic, Columbia, SC. Esperanza Marin of Connected Chiropractic, LLC, Johnstown, CO. Alli Damas of Courtley Chiropractic, Lenoir City, TN. Dr. Katally Strauss and Dr. Seth Strauss of Creation Health, LLC, Mt. Pleasant, SC. Meagan Simmons of Crouch Family Chiropractic, Bowling Green, KY. Janice Barthel of Delano Chiropractic Center, Delano, MN. Laura Dilday, Dr. Christi Shuppe and Dr. Jake Shuppe of Family Healing Chiropractic, Charlotte, NC. Joann Huff of Fort Bend Corrective Health Center, Missouri City, TX. Sandra Herbenson and Erika Urban of Hallie Chiropractic, Chippewa Falls, WI. Chad Huston of Heritage Family Chiropractic, Olathe, KS Lisa King of Integrated Spine & Disc, Mandeville, LA. Dr. Melanie Gartside and Brad Holtgrave of Invision Family Chiropractic, LLC, Bentonville, AR. Jodi Ebert and Brittany Holzer of James E. Judge, St. Charles, IL. Sarah Mancha of Keen Family Chiropractic, Austin, TX. Meaghan Martin of Life Is Good Chiropractic, LLC, Brodheadsville, PA. Amanda Childs of Livingood Family Chiropractic, Cary, NC. Janette Tlaseca of Lombard Chiropractic, Lombard, IL. Cameron Nyman and Milton Sniadach of Longmont Spine and Physical Medicine, Longmont, CO. Lauren Nicholas of Maryland Chiropractic, Silver Spring, MD. Zulma Valerio of Milonas Chiropractic, Naperville, IL. Dr. Brent Fetzer of New Life Chiropractic, Brentwood, TN. Joanna Munoz and Heather Pfeiffer of Next Level Health, Rockford, IL. Yolanda Barbosa, Veronica Ortiz and Tierney Rattler of North Dallas Chiropractic Center, Dallas, TX. Adam Ponchick of Pacific Spine & Joint Medical Group, Inc., Daly City, CA. Erin Cleary of Paris Chiropractic, Rockville, MD. Stephen Ramirez, Fija Reed and Nicole Stasio of Postureworks, San Francisco, CA. Dr. Jacqueline Buscemi of Proactive Chiropractic, LLC, Rockville, MD. Linda Blackshear of Pss Injury Wellness – E D Schneider DC PC, Atlanta, GA. Leslie Clements and Dr. Marty Lorentz of Purpose Chiropractic, LLC, Onalaska, WI. Britteny Robrahn of Rivertown Family Chiropractic, LLC, Grandville, MI. Dionna Couch and Lauren Oldham of Rock Springs Family Chiropractic, Smyrna, TN. Kent Gallego and Birgit Hefler of Shin Wellness, LLC, Miami, FL. Vicky Letson of Sports & Spine Chiropractic, Dallas, TX. Penelope Ortega of Stability Spine & Wellness, Seattle, WA. Olivia Schinski of Summit Family Chiropractic, Coeur D Alene, ID. Sheryl O’Toole and Kristine Sharpe of Sweeney Chiropractic Wellness Center, LLC, Franklin, TN. Dr. Khaled Azizi, Zoe Frassetto, Stephanie Knaeble, Ryan Mahrt, Robin Rath and Koreana Schmittat of Symmetry Spine And Wellness Center, Alameda, CA. Dr. Kayla Glover of Tri-City Family Chiropractic, LLC, Arlington, TX. Desiree Pardo of Trinity Chiropractic – Bohemier, Naples, FL. Joessa Austin of Woodbury Family Chiropractic, Woodbury, MN. Cortnie Belmonte and Dr. Robert Belmonte of Woodland Family Chiropractic, LLC, Kentwood, MI. Soria Mam of Zenaptic Chiropractic, Vancouver, WA.
Stop Your Staff From Fighting | Genesis Webinar | Q&A
Does your office staff argue about who is responsible for completing tasks generated by your patient visits? How do you assign those tasks to your staff? How can you see if the tasks have been completed? Can you track those tasks automatically? Do you micro-manage your employees? How can you foster teamwork, promote autonomy and reduce the time you spend on management? These are questions that each chiropractic practice owner has to answer. Each patient visit generates a list of tasks that need to be completed. Each patient needs an account set-up with their complete demographic information, their insurance information and other details you need to file insurance claims and to collect cash or co-payments. If you break those tasks into a step-by-step list, then how do you assign those tasks to a member of your staff? How do you determine if every task has been completed for every patient? What happens if steps are forgotten? How will your patients judge your chiropractic practice if your CA forgets something? Would your patients think your office is unorganized? Q: What’s the problem? A: Office staff including the front desk, the office manager and any employee chiropractors are supposed to make life easier for the practice owner. However they often inadvertently create additional challenges regarding patient retention, revenue and compliance. Many of these challenges are related to issues that the practice owner simply doesn’t have time for. If your staff goes on vacation or calls in sick then a backlog of tasks is created, resulting in tasks being forgotten about and mistakes being made. Every member of your team needs to be managed and be held accountable to ensure that each task is completed correctly. Q: Why is this problem important? A: The short answer is Cost, Compliance and Patient Attrition. Cost – Front office tasks prevent the practice owner from seeing patients, which is the only billable time for your practice. Mishandling of billing and collections results in lost revenue with denied claims and delayed payments. Ineffective patient relationship management leads to attrition. Compliance – Includes incomplete/incorrect documentation, interrupted care plans, incorrect CPT/Diagnosis codes, staff unfamiliarity with procedures and employee failure to collect co-pays leads to over payment by the Payers. Patient Attrition – Failure by staff to follow-up on no shows, incomplete care plans and patients with no future appointments. Q: Why is this problem difficult to solve? A: There’s high front office staff turnover which could be due to poor training, lack of knowledge and unorganized micro-management. Some staff have a poor attitude towards training on new procedures and systems and they’re more comfortable with the old way of doing things. There’s also a lack of redundancy leaving tasks undone when somebody is absent and the ultimate responsibility falls to the practice owner. Q: What’s the Genesis approach or solution? A: A complete practice management solution for your office. Improve staff teamwork with effective training to ensure optimal practice performance. Improve teamwork and staff autonomy with automatic checklists of tasks that need to be completed when patients are checked-in. Track practice goals to more easily improve the number of patient visits, increase revenue, submit every insurance claim, follow-up with every no show and schedule patients with no future appointments. Manage staff remotely on your laptop or your smart phone by tracking task completion. Genesis is a complete practice management solution that includes: office workflow patient relationship management and staff management while also incorporating everything else you need like: scheduling billing EHR claim scrubbing claim submission claim follow-up staff task checklists training, etc. Genesis also includes a Coach to ensure your practice uses everything in the most efficient way possible.
